HomeMy WebLinkAboutPW Master Services Agreement; Task Order No. 21 Preparation of Traffic GuidelinesCity of San Rafael
MASTER CONSULTANT SERVICES AGREEMENT
DATED FEBRUARY 10, 2020
WITH FEHR & PEERS
TASK ORDER NO. 21
Transportation Discipline
Project title: Preparation of Traffic Impact Analysis Guidelines
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THIS TASK ORDER is entered into on %(� f IU 20v�tween the City of San
Rafael, a municipal corporation ("City"), and FEHR & PEERS, ("Consultant").
RECITALS
A. The City and Consultant have entered into a Master Consultant Services Agreement
("Agreement") dated February 10, 2020 under which Consultant has agreed to perform certain
professional consulting services for the City; and
B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain
tasks as set forth in this Task Order, which constitute the Project;
NOW, THEREFORE, City and Consultant agree as follows:
AGREEMENT
1. Scope of services. Consultant shall provide any and all of the services set forth in Attachment A
of this Task Order, dated August 5, 2020, as directed by the City.
Bob Grandy shall be the Project Manager for Consultant for this Task Order. Additional professional
services may be performed by other Consultant staff with prior notice and approval by City.
a. City's duties. The City will:
(1) Determine the scope of services, as set forth in Attachment A.
(2) Make available the project plans and specifications and other City data related to the
project, including full information as to the City's requirements.
(3) Designate Rafat Raie as the person at the City responsible for monitoring performance
under this Task Order.
b.Consultant duties. The Consultant will:
(1) Provide and perform tasks identified in Attachment A, Scope of Services.
(2) Provide miscellaneous consulting and other services related to the Project and not
stipulated elsewhere in this Task Order, when requested by the City in writing. A Task
Order Amendment is required if these additional services cannot be performed within the
Task Order budget.
Rev. May 2013
City of San Rafael Master Consultant Services Agreement
Task Order
2. Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule.
The work hours estimate, cost estimate and budget and fee schedule are set forth in the attachments to this
Task Order, as follows:
Date of completion: Attachment A
Work hours estimate: Attachment A
Cost estimate and budget: Attachment A
Fee schedule (Consultant's current hourly rate): Attachment B
With regard to each project given to Consultant that is subject to this Task Order, the time of completion,
work hours estimate, cost estimate and budget and fee schedule are set forth in Attachment A to this Task
Order.
Authorization to proceed.
The City will give Consultant authorization to proceed with the work specified in this Task Order only after
Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the
Agreement.
4. Master Agreement terms; Conflicts.
Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the
performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the
Agreement, this Task Order shall control.
Amendment of Task Order; Conflicts.
Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended
Task Order executed and approved in the same manner as the Task Order.
Signatures. The parties have executed this Task Order, as of the date first written above.
CITY OF SAN RAFAEL CONSULTANT
4LSP, City , an ger c3—
Name: Marion Donnelly
Contents approved: Title: Chief Financial Officer
2
Rev Jan 2019
City of San Rafael Masler Consultant Services .-Agreement
Task Order
By:
Y
Bill Guerin, Public Works Director
Reviewed By a
By: L�
�� Robert F. Epstein, City ttorney
(if Consultant is a corporation, add signature
of second corporate officer)
Name: Chris Mitchell
Title: President
Attachments:
A Scope of work, Time of completion, work hours estimate, cost estimate and budget
B Fee schedule (Consultant's current hourly rate)
3
Rev Jan 2019
Attachment A
FEHRtPEERS
August 5, 2020
Rafat Raie
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
Subject: Proposal for Preparation of Traffic Impact Analysis Guidelines
Dear Rafat:
Fehr & Peers appreciates the opportunity to submit this proposal to prepare Traffic Impact Analysis
(TIA) Guidelines that provide guidance on implementation of new VMT CEQA analysis and LOS
analysis pursuant to SB 743. This proposal builds on direction provided by the San Rafael City
Council on July 6, 2020, and subsequent communication and discussion with City staff.
SCOPE OF WORK
Task 1 — Project Initiation
Fehr & Peers will conduct a kick-off conference call with Public Works and Planning staff to discuss
and confirm project scope and expectations for the TIA Guidelines.
Key topics to be discussed include:
• Table of Contents for TIA Guidelines
• VMT Screening Maps
• Flow Charts
• Additional VMT Screening options for local -serving uses
• Small Project VMT Screening — land use types for 110 daily trip list
• LOS screening metrics and whether they are different for Downtown, PDAs
• Other Items
In addition to the kick-off meeting, Fehr & Peers will participate in two additional conference calls
with City staff.
345 California Street ! Suite 450 1 San Francisco, CA 941041 (415) 348-0300
www.fehrandpeers.com
Rafat Raie
August 5, 2020
Page 2 of 4
Task 2 — VMT Screening Process and Thresholds
Fehr & Peers will prepare flow charts to describe the VMT evaluation process, based on discussions
with City staff in the kick-off conference call. Fehr & Peers will also expand the Small Project list of
land uses to identify the building square footage for various non-residential land use types as
identified by City staff.
Fehr & Peers will map "low VMT areas" based on the VMT methodology approved by the City
Council (where VMT generated by land use in these areas is 15 percent less than VMT generated
by similar land uses in other the region). The TAM model, as it was most recently developed for
the General Plan update, will be used 'as is' to generate base year (2019) VMT estimates by TAZ
and for the city-wide and region -wide averages for up to three metric forms. The maps will also
show boundaries for the Downtown San Rafael Precise Plan as well as the recently approved
Northgate PDA and Canal PDA. These maps are likely to be based on total VMT per service
population, home-based VMT per resident (used for residential land use projects), and home-based
work VMT per employee (used for employment-related projects), but the final metric forms will be
determined in collaboration with City staff. We will also develop maps showing the designated
transit priority area boundaries.
Task 3 — Prepare TIA Guidelines
The goal is for the TIA Guidelines to be usable for a diverse audience. It shall include an executive
summary that is targeted for applicants and the public, while the main content of the guide shall
focus on 'what' information is required for VMT analysis to comply with the new CEQA Guidelines
and 'how' to prepare and develop that information from available data and models. The guidelines
shall also indicate which analyses are required for CEQA, versus which analyses are required to
provide City staff and decision -makers sufficient information related to the transportation effects
of projects like LOS deficiencies such that appropriate entitlement conditions of approval can be
tied to the project. The TIA Guidelines shall cover the elements required for a complete
transportation impact analysis, including how to address transit, bicycle/scooter, pedestrian, and
safety impacts, how to conduct a detailed site plan review, and how to determine consistency with
adopted plans.
The updated TIA Guidelines shall cover the topics described below.
• Chapter 1: Introduction — This chapter shall cover expectations for transportation impact
analysis based on the CEQA statute, CEQA Guidelines, court decisions, and other technical
guidance.
• Chapter 2: Determining Scope of TIA — This chapter shall describe how to determine if a
TIA is required and what elements should be included in a TIA scope. The City desires a
common-sense approach to determining the level of detail that is suitable for projects of
varying sizes and types. This shall include a flowchart to describe the decision-making
process for requiring a TIA.
Rafat Raie
August 5, 2020
Page 3 of 4
• Chapter 3: VMT Process, Thresholds and Methodology — This chapter shall outline the
overall VMT analysis process using an annotated flowchart. This flowchart shall explain the
step-by-step process, what questions to consider and what options are available for
compliance. This chapter shall also document the recommended VMT analysis
methodology include metric form, forecasting model, and required scenarios. It shall also
include the recommended thresholds for screening, project, and cumulative analysis.
• Chapter 4: VMT Screening — This chapter shall explain the different screening options
approved by the City Council on July 6 and additional VMT screening criteria details such
as a list of local -serving uses and the level of development that could occur under the small
project screening for a range of land use types. GIS mapping of transit priority areas (TPAs)
and low VMT generating traffic analysis zones (TAZs) developed in Task 2 shall be included.
• Chapter 5: VMT Mitigation Measures — This section shall focus on identifying the VMT
reduction strategies that would be most effective in San Rafael to support the level of VMT
reduction that would be appropriate given the land use context, and general guidance on
how those measures should be applied to projects. This task will build on recent work done
to update the research supporting the widely used CAPCOA document entitled
"Quantifying Greenhouse Gas Mitigation Measures" (August 2010) that identifies VMT
reduction strategies and their relative effectiveness.
• Chapter 6: Multimodal Site Access and Circulation — This chapter shall describe the City's
expectations for preparing a site access and circulation plan review for a proposed project.
This will include a Site Design Checklist, reflecting recommended practices in incorporating
multimodal design elements into projects. It will also include procedures for evaluating a
project's effects on transit, pedestrian, and bicycle/scooter modes, and for evaluating the
safety effects of the project.
• Chapter 7: Operational Analysis — This chapter shall describe the City's expectations for
analyzing the traffic operational effects of a proposed project. This shall include how to
define a set of study intersections and roadway segments, how to conduct LOS analysis,
and how to determine whether physical improvements are needed to address operational
issues. This section shall articulate how the LOS analysis will be used to supplement the
VMT analysis, and how physical improvements will be assessed.
Task 4 — Staff Training for TIA Guidelines
Fehr & Peers will provide up to a half-day training program for City staff, using Zoom or Teams, on
the TIA Guidelines.
DELIVERABLES
An Administrative Draft version of the TIA Guidelines will be submitted for City staff review and
comment. A total of 16 hours of staff time is allocated for responding to comments to prepare a
Draft and Final version of the TIA Guidelines.
Rafat Raie
August 5, 2020
Page 4 of 4
ITEMS NOT INCLUDED IN SCOPE OF WORK
• CEQA Case Studies
• VMT Estimation Tool
FEE AND SCHEDULE PROPOSAL
Fehr & Peers would complete Tasks 1 through 3, including the preparation of TIA Guidelines for a
budget of $36,000. Invoices will be submitted monthly on a time -and -materials basis. We can begin
the assessment immediately upon our receipt of a contract and/or notice to proceed on the project
from all participating jurisdictions. We will be able to complete Draft TIA Guidelines within six weeks
of the kick-off meeting. We will compete Final TIA Guidelines within one to two weeks of receiving
comments.
We appreciate the opportunity to submit this proposal. Please do not hesitate to call me at (415)
426-2520 if you have any questions.
Sincerely,
FEHR & PEERS
Bob Grandy, TE
Principal
P20.2105 -SF
Attachment B
FE-HRt PEERS
2020-2021
(July 2020 through June 2021)
Hourly Billing Rates
Classification
Hourly Rate
Principal
$180.00 -
$350.00
Senior Associate
$185.00 -
$340.00
Associate
$170.00 -
$245.00
Senior Engineer/Planner
$135.00 -
$215.00
Engineer/Planner
$115.00 -
$165.00
Senior Engineering Technician
$145.00 -
$195.00
Senior Project Accountant
$160.00 -
$165.00
Senior Project Coordinator
$120.00 -
$165.00
Project Coordinator
$85.00 -
$150.00
Technician
$115.00 -
$160.00
Intern
$90.00 -
$115.00
• Other Direct Costs/ Reimbursable expenses are invoiced at cost plus 10% for
handling.
• Personal auto mileage is reimbursed at the then current IRS approved rate (58
cents per mile as of Jan 2020).
• Voice & Data Communications (Telephone, fax, computer, e-mail, etc.) are invoiced
at cost as a percentage of project labor.
Fehr & Peers reserves the right to change these rates at any time with or without advance notice.
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: TS for Rafat Raie Extension: 3354
Contractor Name: Fehr & Peers
Contractor's Contact: Bob Grandy Contact's Email: Bob Grandy <B.Grandy@fehrandpeers.com>
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
8/11/2020
Attorney c/o Laraine.Gittens@cityofsanrafael.org
NTS
2
City Attorney
a. Review, revise, and comment on draft agreement 8/11/2020
N LG
and return to Project Manager 8/11/2020
N LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
I Department Director
Approval of final agreement form to send to 8/11/2020
N BG
Project Manager
contractor
Forward three (3) originals of final agreement to 8/11/2020
4
NTS
contractor for their signature
When necessary, contractor -signed agreement ❑ N/A
5
Project Manager
agendized for City Council approval *
*City Council approval required for Professional Services
❑
Agreements and purchases of goods and services that exceed Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
8/11/20
TS
6
Project Manager
Forward signed original agreements to City
City Attorney
Attorney with printed copy of this routing form
7
Review and approve hard copy of signed
1Z/
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
J
�/ 2-12- 02E
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
2D%()
414.
official
10
City Clerk
Attest signatures, retains original agreement and
forwards Project
6 t
I q
o7bIv
A
copies to Manager